Administrative Assistant to the Dean of Arts & Sciences

SUMMARY

Serve as a receptionist, perform assigned secretarial duties, maintain files (both electronic and hard copy), and provide information regarding degree requirements, and schedule appointments for the Dean.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Maintain confidentiality of student information files

Must be well prepared in the use of a computer which includes; Windows, Word, Access and Excel

Knowledge of Campus Connect, FileBound and QVT very helpful

Assist in processing all AA, AS, and AAT applications for graduation

Receive and calculate instructional overloads and part-time instructional loads

Prepare Dean’s List and certificates at the end of each term

Must be able to understand and work with deadlines

SECRETARIAL DUTIES

Prepare the Annual Calendar for the Dean of Arts and Sciences office

Prepare information packets, including necessary forms, for the first CHAIR Meeting at the beginning of each term

Receive course changes, additions, and deletions from department and forward to VPAA as directed by the Dean

Provide information to Department Chairpersons and faculty upon request

STATE REPORTS

Assist the Dean with report requests from THECB and other agencies or offices

CLASS SCHEDULE

Process the class schedules as directed by the Registrar’s Office

SUPERVISORY RESPONSIBILITIES

Supervise work-study students in the office

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

An Associate Degree or higher from an accredited college or technical school is desired. Five years of related experience would be helpful.

LANGUAGE SKILLS

Ability to read and comprehend instructions, correspondence, and memos are a must. The ability to effectively present information in one-on-one and small group situations

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers and common fractions, and decimals. Ability to use calculator helpful.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk, use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, and crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required for this job include; close vision, color vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee will encounter while performing the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

 


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